Northeast Missouri Workforce Investment Board, Inc. Request for Proposals Workforce Investment Act (WIA) Title 1-B Youth Services Proposal Due Date: April 23, 2012 Deliver or Mail Proposals to: Mark Fuqua Executive Director Northeast Missouri Workforce Investment Board (NEMO WIB) 111 East Monroe Paris, MO 65275 PY 12 WIA Title I Youth Program RFP Issued: March 13, 2012 The Northeast Missouri Workforce Investment Board is an Equal Opportunity Employer and administrator of employment and training programs. Auxiliary aids and services are available upon request to persons with disabilities.
Notice of Request for Proposal (RFP) Due Date: April 23, 2012 10:00 a.m. Submittal Location: Mark Fuqua Executive Director Northeast Missouri Workforce Investment Board 111 East Monroe Paris, MO 65275 RE: PY 2012 WIA Title I-B Youth Program Biding Process: Competitive Services: WIA Youth Services, various academic enhancement, occupational skills training and supportive services Contract Type: Performance Based and Cost Reimbursement Contract Term: July 1, 2012-June 30, 2013 with option to renew for additional two one-year periods for a maximum of three years Program and RFP Contact: Mark Fuqua mfuqua@nemowib.org (660) 327-5125 RFP Issued: March 13, 2012 Bid Opening: April 23, 2012 10:10 a.m. Northeast Missouri Workforce Investment Board Office The offerors and the public are invited, but not required to attend the formal opening of proposals. The name of the submitter, the proposed area to be served and the proposed costs and performance levels will be read aloud. No decision related to an award of a contract will be made at the opening. Part One 2
INTRODUCTION This document constitutes a request for proposal (RFP), for sealed proposals from qualified individuals or organizations to provide services in accordance with the provisions and requirements of this document. For ease of use only, this document is divided into the parts listed below: Part One Part Two Part Three Part Four Part Five Part Six - Introduction - Background and General Information - Funds Available - Target Population and Eligibility Criteria - Program Parameters Core Services and Ten Required Elements - General Contractual Requirements - Proposal Submission Information - Pricing - Proposal Contents - Evaluation Process - Contract Award - Priority of Service - Terms and Conditions of an RFP - Assurances Attachments - #1 Policy Issuances - #2 Standardized Forms - #3 Scopes of Work - #4 Funding Allocations and Budget Forms 3
1. Background And General Information The Workforce Investment Act of 1998 (WIA) Funds for this RFP are made possible by the federal Workforce Investment Act. WIA provides funding to local workforce development areas to create a comprehensive employment and training system. The Act provides funding for eligible youth and adults to increase their employability skills and assist them in obtaining sustainable employment. The purpose of Youth Programs under WIA is to provide, to eligible youth seeking assistance in achieving academic and employment success, effective and comprehensive activities, which shall include a variety of options for improving educational and skill competencies and provide effective connections to employers; to ensure on-going mentoring opportunities for eligible youth with adults committed to providing such opportunities. RFP Purpose, Funding Period, and Fund Availability The purpose of this Request for Proposal (RFP) is to solicit competitive proposals for the delivery of youth services under the Workforce Investment Act Title I-B. Contracts resulting from this RFP are anticipated to commence July 1, 2012, and end June 30, 2013. Based on future funding availability and contractor s performance, the NEMO Workforce Investment Board (NEMO WIB) reserves the option to extend the contract by one-year for a total of three consecutive years, with re-negotiation to be initiated by the NEMO WIB before the expiration of the first year s contract. In order for the NEMO WIB to exercise a second-year option, the contractor must meet the performance requirements as outlined in the contract. However, the NEMO WIB is not bound to exercise a second-year contract solely on stated performance outcomes. WIA requires that a minimum of 30 percent of a local area s WIA youth funds be allocated to out-of-school youth programs. Estimated PY 2012 allocations are listed below. PY 2012 Estimated Allocations Available for Service Bidders Funds Available by Category WIA Services In-School Youth $282,831 WIA Services for Out-of-School Youth $282,831 Total Funds Available $565,662 Bidders may apply in one or both categories. Achieving key results is the best; therefore, no preference or penalty will apply to those who bid in more than one category. The NEMO WIB will not consider bids below $50,000. A maximum of 55% of program funds may be budgeted for operational costs. See NEMO WIB Issuance #03-06, Limitations on Operational Budgets and Expenditures for 4
the WIA Adult, Dislocated Worker and Youth Programs. Contracts issued from this RFP may also include additional funds to serve youth such as special grants and projects (SPYC, Summer Jobs Program) as funds are available and appropriate. Eligible Bidders and Subcontracts Proposing organizations may be public or private, for profit or not-for-profit entities. Both the Act and the NEMO WIB encourages partnerships and collaboration to deliver the most effective services to have the greatest possible community impact. If your proposal involves a partnership or subcontract, you should provide a letter of commitment generally outlining the partnership and the activities or services of each of the partners. Before funding, partnerships must be firmly established by means of a formal Memorandum of Understanding (MOU). The MOU, whether developed, as an umbrella agreement with a variety of agencies, or independently with a particular partner must contain, at a minimum, the following information: A description of what customer services will be provided by each partner How the costs of services and operating costs of the partnership will be funded Method of referral between partners Duration of the Memorandum and procedures for amending the Memorandum Other provisions as agreed upon by the parties of the MOU Q&A Conference A Q&A Conference will be held on the following date for this Request for Proposal and will not be available via phone or other options. Attendance is not mandatory and you are encouraged to submit any questions you have in writing to the NEMO WIB. All questions submitted in writing prior to the Q & A deadline, as well as those addressed at the Q&A Conference, will be answered and posted on the website with the RFP information. Bidders are encouraged to submit questions in writing prior to the Q&A Conference in an effort to streamline this process. Date and Time: March 26, 2012 10:00 a.m. Location: NEMO Workforce Investment Board Office 111 East Monroe Paris, Missouri All questions related to WIA youth programming and this RFP should be directed to: Mark Fuqua, Executive Director 5
Northeast Missouri (NEMO) Workforce Investment Board 111 East Monroe Paris, Missouri 65275 Fax: (660) 327-5128 Email: mfuqua@nemowib.org Offerors are strongly encouraged to carefully read the Workforce Investment Act Programs Scopes of Work and the General Contractual Requirements located within prior to the submission of a proposal. The offeror must comply with all requirements stated. Offerors are cautioned not to contact the WIB members, Chief Local Elected Officials County Commissioners (CLEOs), Youth Council Members or other WIB employees concerning this procurement during the competitive procurement and evaluation processes as it could disqualify your application. Any and all questions regarding specifications, requirements, competitive procurement process, etc., after the Q&A conference must be submitted to the NEMO Workforce Investment Board in writing (email accepted). These, along with the answers, will be posted on the Workforce Investment Boards website at www.nemowib.org Request for Proposals. Questions will not be accepted after April 20, 2012 at 10am (CDT). Procurement Timeline March 13 March 13 April 20 March 26 April 20 at 10 am April 23 at 10 am April 30 May 4 May 22 July 1 Release RFP Questions submission period Bidders Conference Last day to submit questions Proposal Due Review and Evaluate Contract Awards Announced Contract Period Begins About the Northeast Missouri (NEMO) Workforce Investment Board (WIB) The mission of the Northeast Missouri Workforce Investment Board s Youth Council is to collaborate with the Northeast Missouri Workforce Investment Board and regional stakeholders, to advocate opportunities for youth to access skill development, education and support, leading to long-term economic success. The NEMO Workforce Investment Board is a nonprofit organization that supports and funds employment and training services and connects job seekers with employers. Through strategic partnerships with educational institutions, business, labor, and community organizations, the NEMO WIB supports innovative employment-related programs, many of which are nationally recognized. These programs serve adults, youth, 6
dislocated workers, and employers throughout the Northeast Region, creating employment opportunities that lead to independence, self-sufficiency and nurturing a vibrant, well-trained workforce. The NEMO Workforce Investment Board is particularly committed to our local youth and helping them to engage in their own development and progress toward long-term self-sufficiency. In order to focus on this portion of our mission, the NEMO Workforce Investment Board has appointed a Youth Council to oversee the implementation and management of WIA youth services. The Youth Council s main responsibilities include developing the youth portion of the local Workforce Investment Act plan relating to youth; recommending eligible youth providers to be awarded grants for youth activities to the Workforce Investment Board; conducting oversight of the funded programs and services; and coordinating youth activities in the local areas. About the Northeast Region The Northeast Missouri Workforce Investment Area consists of the following sixteen counties including Adair, Clark, Knox, Lewis, Lincoln, Macon, Marion, Monroe, Montgomery, Pike, Ralls, Randolph, Schuyler, Scotland, Shelby and Warren. The total population of the sixteen county region is 267,344. The majority (50%) of the region s population is female. Approximately 76% of the population is 18 years of age or older, with 15% over the age of 65. According to the Missouri Economic Research and Information Center (MERIC) Economic Profile, 94% of the population is white, 4% is Black, 2% is Hispanic. The Northeast Region has five area Career and Technical Centers located throughout the region. They offer a variety of technical/vocational skills-training programs and shortterm continuing education style programs at their respective locations. In addition, two local two-year community colleges are located within the region. The community colleges also have seven additional satellite sites available throughout the region that offer classes on a continual basis. The Northeast Region is also home to a major fouryear public university as well as three private four-year colleges. The need for quality health care continues to expand as our population ages. Potential businesses are concerned about local employability and workforce skills. Reliable transportation is a challenge for youth since there is no public transit system in the Northeast Region. Cuts in school funding have reduced the number of extracurricular programming options and the number of safe places for youth between 3:00 p.m. and 8:00 p.m. As a result of the analysis of the local area resources and challenges, the NEMO WIB s Youth Council has placed a priority on funding programs that deliver the following outcomes for WIA eligible youth. 1. Youth who are placed in employment (including the military) or enrollment into postsecondary education, advanced training and/or occupational skills training 7
2. Youth who attain their high school diploma, obtain GED, and/or receive a certificate 3. For out-of-school youth who are assessed as basic skills deficient increasing their deficient basic skills level by one or more grade levels A strong proposal will produce these kinds of program results and contribute to the NEMO WIB long-term goal of increasing the standard of living of its residents and providing a world-class workforce for high-growth industries. 2. Target Population and Eligibility Criteria WIA youth programs are intended to provide a rich array of age-appropriate services that target economically disadvantaged youth ages 14-21 facing barriers to staying in school or to finding stable employment. These services are available not only to high school students (in-school youth) but also to those young people who have dropped out of school and are interested in furthering their education and preparing for the workforce (out-of-school youth). Under WIA, a youth is eligible for services if he or she is: 1. Age 14 through 21; and 2. A citizen of the United States or a non-citizen who is authorized by Immigration and Naturalization Services; and 3. In compliance with the Selective Service Act (only relevant for males 18-21); and 4. Identified as low-income and meets one or more of the following criteria: deficient in basic literacy skills school dropout homeless, a runaway youth, or a foster child pregnant or a parent an offender an individual who requires additional assistance to complete an educational program, or to secure and hold employment, such as: o Youth possesses a disability, including a learning disability or IEP o Youth has poor school attendance (as defined by school) o Youth has limited English proficiency o Youth that is attending an alternative school o Child of incarcerated parent(s) o Migrant youth o Youth that has aged out of foster care o Youth with behavioral problems at school o Youth from a family with illiteracy problem(s) o Youth in a situation of domestic violence o Youth with a substance abuse problem 8
Exception o Youth with chronic health conditions o Youth that lacks occupational goals/skills o Youth that has a poor work history (been fired from 1 or more jobs within the last six months, OR has a history of sporadic employment, such as has held 3 or more jobs within the last 12 months, and is no longer employed ), or o Youth that has been actively seeking employment for at least 2 months, but remains unemployed or underemployed. This includes a youth with no employment history, a youth with limited part-time experience (those working on an as-needed or seasonal basis), and youth actively seeking full-time employment, but have only achieved part-time employment. o Youth with other circumstances that require additional assistance to obtain education or employment. Up to 5% of the youth participants served by youth programs in a local area may be individuals who do not meet the income criterion for eligible youth, provided that they are within one or more of the following categories: school dropout; basic skills deficient; one or more grade levels below the grade level appropriate to the individual s age; pregnant or parenting; possess one or more disabilities, including learning disabilities; homeless or runaway; offender; or face serious barriers to employment as identified by the Local Board A waiver request to serve an individual under this 5% window must be approved by the NEMO Workforce Investment Board prior to registration and enrollment into the youth program. 3. Program Parameters The Workforce Investment Act requires eligible youth to receive six core services and have access to ten program elements. For the purpose of this procurement, successful bidders will be responsible for ensuring that all WIA Youth core services (see below) are provided to every WIA-enrolled youth and that all ten of the WIA Youth program elements (see below) are accessible to all enrolled youth as needed, either directly in house or through vendor or leveraged agreements. Core Services 9
All bidders must ensure that they will provide the following six required core service components: Outreach, Recruitment and Orientation includes, but is not limited to, identifying potentially eligible youth, working with parents and guardians to secure necessary documentation, and communicating with schools and community organizations regarding recruitment efforts. As part of orientation, all youth must receive information on all services available through the bidder, including programs or activities provided by vendors and partners. This includes information about all program policies governing such areas as drug and alcohol abuse, attendance and behavior. Youth must be made aware of the youth development principles practiced by the bidder and informed that services and project outcomes will be tailored to the individual youth s needs. Eligibility Determination and Registration Registration includes completion of the WIA youth application, verification of the information provided for the application, and determination that the applicant meets the eligibility criteria established by WIA. The application is standardized, and it is the bidder s responsibility to ensure that it is completed fully and accurately. The NEMO Workforce Investment Board will provide technical assistance on the eligibility determination process, when requested. Objective Assessment Each participant shall be provided with an objective assessment of his/her academic skills, employment skills, and supportive service needs. This includes a review of educational skill levels, occupational skills, prior work experience, employability, interests, aptitudes, and supportive service needs. Where appropriate, recent assessments (e.g., school test scores, or Test of Adult Basic Education [TABE] scores) can be used in lieu of additional assessment if completed within the last 6 months. An accurate evaluation of each youth is the goal in order to develop an appropriate service strategy to meet his/her individual needs. Individual Service Strategy (ISS) The ISS is an age-appropriate, individualized, written plan of long and short-term goals that include employment, involvement in WIA youth program elements, and personal support services. A plan will be developed collaboratively with each participant, with consideration of the youth s assessment results. The ISS will clearly connect the services to be provided to each youth with the outcomes to be achieved by the young person between WIA enrollment and exit. The plan will be considered a living document and used to track services and outcomes to be delivered or achieved. This plan must be reviewed and updated with the participant, both regularly and as changes occur. Case Management Services Case managers and youth work together in a documented, goal-oriented, participant-centered process that extends from recruitment through follow-up. The case manager motivates participants and coordinates services and information to prepare them for postsecondary educational opportunities, academic and occupational learning, or employment/training opportunities, as appropriate. In addition, for those youth who are determined 10
eligible for WIA programs but who do not ultimately enroll, bidders must provide referral information. Referral Eligible youth who do not enroll in WIA programs must be provided information regarding the full array of applicable and appropriate services available through local programs that have the capacity to serve them with appropriate training and educational services. In addition, eligible youth should be given referrals for further assessment if determined appropriate. Program providers are strongly encouraged to partner and share information with other youth serving agencies, organizations, and training providers in order to meet the individual needs of all youth. Ten Required Elements WIA requires ten program elements to be accessible to all enrolled youth as needed. For the purposes of this RFP, services must be available either directly in house or through vendor or leveraged agreements. Which of these ten services will be accessed by the WIA youth participant will depend upon the needs and outcome goals documented in the youth s ISS. For services provided outside of the bidders organization, bidders must have clear processes in place for determining how youth are referred to these services, how services and related youth progress are tracked, and how leveraged resources are identified and managed. The 10 program elements improve youths educational achievement, prepare youth for entry into and success in employment, and support youth development: IMPROVING EDUCATIONAL ACHIEVEMENT 1. Tutoring, study skills training, and instruction leading to secondary school completion, including dropout prevention strategies; 2. Alternative secondary school offerings, as appropriate; 3. Summer employment opportunities directly linked to academic and occupational learning; PREPARING FOR ENTRY INTO AND SUCCESS IN EMPLOYMENT 4. Paid and unpaid work experiences, including internships and job shadowing; 5. Occupational skill training, as appropriate; SUPPORTING YOUTH DEVELOPMENT 6. Leadership development opportunities, which may include community service and peer-centered activities encouraging responsibility and other positive social 11
behaviors. Examples include: soft skills, decision making, team work, and other appropriate activities; 7. Supportive Services; 8. Adult mentoring for a duration of at least 12 months, which may occur both during and after program participation; 9. Follow-up services for not less than 12 months after the completion of participation; 10. Comprehensive guidance and counseling, including drug and alcohol abuse counseling, as well as referrals to counseling, as appropriate to the needs of the individual youth. Part Five of this Request for Proposal provides a Glossary of Youth Terms describing the activities listed above. Attachment #3 provides the scopes of work for the training activities listed above. Part Two GENERAL CONTRACTUAL REQUIREMENTS Selected Sub-Contractor(s) shall provide Workforce Investment Act program activities for the Northeast Missouri Workforce Investment Board in accordance with the Administrative and Management Provisions, Assurances and requirements contained herein. Selected Subcontractors' shall administer Workforce Investment Act programs for the NEMO WIB in accordance with the Workforce Investment Act and the Department of Labor's Workforce Investment Act regulations 20 CFR Part 652 and Parts 660 through 671, Public Law 105-220; Federal Register, Volume 64, No. 72, dated April 15, 1999. Selected Subcontractors shall agree to comply with all requirements and provisions located in the Scopes of Work herein, and any subsequent revisions hereafter. Any change in the contract including the Scope of Work described herein, whether by modification and/or supplementation, must be accomplished by a formal contract amendment signed and approved by and between the duly authorized representative of the Subcontractor and the Workforce Investment Board. Selected Subcontractors shall fully coordinate their activities in the performance of the contract with those of the Workforce Investment Board. As the work of the contractor progresses, advice and information of matters covered by the contract shall be made available to the Workforce Investment Board throughout the effective period of the contract. Selected Subcontractors shall not assign or transfer any interest in the contract without the prior written consent of the Workforce Investment Board. 12
Selected Subcontractors must agree to comply with the guidelines and reporting requirements of the Workforce Investment Board. Part Three PROPOSAL SUBMISSION INFORMATION The Northeast Region is divided into three distinct sub-regions as follows: the Northeast Missouri Region (a.k.a. NEMO) consisting of Adair, Clark, Knox, Lewis, Schuyler, and Scotland counties; the Mark Twain Region consisting of Macon, Marion, Monroe, Pike, Ralls, Randolph and Shelby counties; and the Boonslick Region consisting of Lincoln, Montgomery and Warren counties. The minimum acceptable bid would be for one full sub-region. Proposals will be accepted for multiple county sub-regions if the proposals follow a generally accepted geographic unit as noted above. However, proposals for programs and services to a single county under the WIA Title I-B Youth Programs will be rejected, as will proposals for programs or services to a geographic area or political unit less than one county. Bidders must provide assurance that all programs and services will be provided in accordance with the Scopes of Work, which are attached to this Request for Proposal. One original and five copies of the proposal must be mailed or hand carried to the Northeast Missouri Workforce Investment Board, Inc., 111 E. Monroe, Paris, Mo. 65275 by 10:00 a.m., April 23, 2012, the proposal close date and time. Proposals must be submitted in sealed containers and clearly marked "Workforce Investment Act Title I-B Youth Program, Program Year 2012". Proposals received after 10:00 a.m. on April 23, 2012 will be returned to the proposer unopened. An electronic version must be emailed to mfuqua@nemowib.org and include in subject line Confidential. Also put summary sheet in email along with attachment (pdf preferred). Proposals shall be submitted on 8 1/2" by 11" paper with a minimum font size of 12 point. The "Proposal Summary" form (included in attachment #2 of this RFP) shall serve as the first page (or first page inside hard cover) of the submission. The proposal summary sheet must have the original signature of the person who is authorized to legally commit the agency to program operations. Participant Planning Data and Line Item Budget shall be completed on the forms provided (included in attachment 2 of this RFP). Attachment 1 shall be evidence of the bidder s legal status, (Certificate of Good Standing, State Charter etc.) Attachment 2 shall be the bidders most recent audit report. Attachment 3 shall be the bidder s bonding coverage. Attachment 4 shall be bidder s personnel policies, including job descriptions and resumes of staff included in this proposal. Attachment 5 shall be the bidder s procurement/purchasing system policies. Attachment 6 shall be the bidders "certification of debarment, suspension, ineligibility and voluntary exclusion lower tier covered transactions" form (included in attachment 2 of this RFP) required on all procurements. The offeror must respond to this RFP by submitting all data required herein in order for the proposal to be evaluated and considered for award. Failure to submit such data will be cause for disqualification of a proposal from further consideration. 13
Pricing - Title I-B Youth Workforce Investment Act Program, PY 2012 Offerors shall provide their Proposed Cost per Participant as well as proposed performance levels. The offerors must submit pricing based upon the initial contract period. The initial contract period shall run from July 1, 2012 through June 30, 2013. The Northeast Missouri Workforce Investment Board shall reserve the right to modify the budget and slot levels pending the finalization of the state issued performance measures. PROPOSAL CONTENTS Proposals shall follow the outline listed below. The offeror must respond to this RFP by submitting all data required herein in order for proposals to be evaluated and considered for award. I. Executive Summary II. Program Management A. List the administrative and training staff currently in place to manage and operate the Workforce Investment Act Programs (copies of job descriptions and resumes required). If staff is not yet hired, the offeror must provide a detailed job description of the position to be filled as well as the required employment qualification for the position. In addition, the offeror must provide the percentage of administrative and training time charged against the WIA program for each staff providing services. B. Describe the method used in training current and/or new staff. C. Demonstrate the administrative and fiscal capabilities including past experience in administering federally and/or state funded programs. This should include a history of the organization. III. Financial Management A. Describe your financial management system to include the method for assuring adequate control of program funds and other assets and accuracy of financial data. B. Describe your bond coverage to include the amount of coverage. Include as attachment 3. IV. Program Operations/Proposed Method of Performance Proposals will be evaluated on the offerors distinctive plan for performing the requirements of the RFP. Since the offerors have been provided with the Scopes of Work, it is not necessary for the offeror to repeat the exact RFP language, or to present a 14
paraphrased version, as an original idea for a technical approach. The offeror MUST present a written narrative, which demonstrates the method, or manner in which the offeror proposes to satisfy the requirements of the Scopes of Work. The language of the narrative should be straightforward and limited to facts, solutions to problems, and plans of proposed action. In presenting a proposed method of performance, the offeror must specifically describe the following items. A. The offeror must describe the planned marketing strategies and outreach efforts intended to be utilized to implement the program(s) on a county basis. B. The offeror shall describe the system that will be utilized to ensure proper eligibility determination of WIA applicants to include the job title(s) of the person(s) responsible for 30-day reviews. C. The offeror shall describe the system that will be utilized to ensure participants are referred to the appropriate training activity/activities. D. The offeror must describe the method that shall be used to monitor training facilities and worksites. The offeror must specify the job title(s) of the person(s) who shall be responsible for monitoring, what shall be monitored and at what frequency, and the timeframe in which the monitoring will occur. E. The offeror shall describe the financial planning process used to assist customers in planning their participation in training (e.g. postsecondary education). F. The offeror shall describe the job placement and job retention strategies for individuals entering employment. G. The offeror shall describe the specific process that will be implemented for the transition of participants who have not entered unsubsidized employment upon completing their assigned activities. H. The offeror shall describe the specific procedures that will be utilized to followup on participants who are exited from the program, to include a detailed description of services that will be provided to those participants who are no longer employed at the time of follow-up. I. The offeror shall list the community organizations, civic groups, business and trade associations, governmental agencies, and any other groups with which the offeror currently has established linkages, and identify the nature of the coordinated efforts. The offeror shall briefly outline the proposed system by which the offeror shall establish linkages with other appropriate agencies. J. The offeror shall describe the process that shall be established for businesses to notify the offeror of a lay-off or hiring freeze, and the offerors procedures for notifying the WIB. 15
K. The offeror shall state what plans will be implemented to achieve the performance measures and goals outlined herein. In addition, the offerer shall describe the system used to track performance outcomes. L. The offerors must provide assurance that all programs and services will be provided in accordance with the Scope of Work. M. The offeror shall describe the system used for selecting and delivering (or procuring) the primary training activities authorized by the NEMO WIB, including how the results of the assessment process is used to determine the appropriate training activity. V. Participant Planning Data Offeror should provide planning data on the form included in attachment #2 of this RFP. VI. VII. Planning Budget Summary Offeror should provide a planning budget summary form included in attachment #2 of this RFP. In addition, the offeror shall provide a budget summary narrative providing justification for the budget line items included in the RFP. Attachments 1. Bidders Legal Status, Certificate of Good Standing 2. Current Audit 3. Bond Coverage 4. Personnel Policies (including resumes and job descriptions) 5. Procurement/Purchasing System Policies 6. Certification of debarment, suspension, ineligibility and voluntary exclusion lower tier covered transactions 7. Other applicable attachments EVALUATION PROCESS Proposals will be evaluated based on the following: (1) The degree to which the proposal meets local employment and training needs (4pts) (2) The degree to which the proposal demonstrates the proposers understanding of the program and work required (4pts) (3) The past experience and evident capability of the proposers ability to perform the work required (4pts) (4) The degree to which the management and administrative processes and organization structure supports the goals of the program (4pts) 16
(5) The reasonableness of the proposed cost compared to the work to be performed (4pts) Total Possible Points: 20 (All standards are equally weighted) The WIB reserves the right to consider historic information and fact, whether gained from the offerors proposal, question and answer conferences, references, or any other source, in the evaluation process. The offeror is cautioned that it is the offerors sole responsibility to submit information related to the evaluation categories and that the WIB is under no obligation to solicit such information if it is not included with the offerors proposal. Proposal Review Process: WIB staff will review proposals for responsiveness to the RFP and compliance with the Workforce Investment Act, its regulations, the NEMO Workforce Investment Board s Workforce Development Plan and the Workforce Investment Board s contract with the Division of Workforce Development. Staff will report any discrepancies to the Youth Council Evaluation Committee at the time of the committees review and the Youth Council may find the proposal non-responsive. The Evaluation Committee of the NEMO WIB Youth Council will evaluate the proposals from April 30 through May 4, 2012, and provide its recommendation to the Northeast Missouri Workforce Investment Board on May 21, 2012. CONTRACT AWARD The Youth Council will recommend a selection or selections to the full Workforce Investment Board along with the Chief Local Elected Officials who will be responsible for the final selection of a subcontractor or subcontractors on May 21, 2012. Contract Period: July 1, 2012 through June 30, 2013 (initial contract period). The Northeast Missouri Workforce Investment Board reserves the right to make multiple or partial awards. The Workforce Investment Board (WIB) also reserves the right to contract annually, with the option of up to two (2) one year contract renewals, and the right to include additional funds for the same services as, or if, funds are made available beginning July 1, 2012 to June 30, 2013, provided: the sub-contractor meets or exceeds overall state mandated performance standards; the sub-contractor expends 80% or more of their contract funds; there is no increase in the percent of funds used for administration; the sub-contractor provides quality training as reflected by satisfactory monitoring results and at a reasonable cost which supports their bid and/or reflects local economic conditions that the cost of training participants does not vary significantly due to the lack of fiscal management and control rather than as a result of changes or new requirements dictated by federal or state government Following the selection of a subcontractor or subcontractors, the WIB reserves the right to authorize the Administrative Entity to negotiate minor discrepancies in the subcontractor(s) proposal. The WIB may initiate the contract amendment process to increase and/or decrease 17
funding as a result of increased or decreased funding from State and Federal sources. This can include deobligations of contracted funds where subcontractor(s) fail to meet appropriate expenditure rates. Amendments relating to activities covered by contracts may be made without further issuance of an RFP during the 3-year period covered by this RFP. Receipt of this Request for Proposal does not commit the Northeast Missouri Workforce Investment Board to award a contract to any specific entity receiving this document or to pay the costs for the preparation and submission of any or all of the proposals generated thereby. Part Four Title I-B Youth Program Priority of Service NEMO Workforce Investment Board has adopted the WIA philosophy to develop activities and services to operate year round youth programs. Service strategies are developed for each participant that identifies realistic employment and training goals for year round activities. Strategies have been developed to provide a stronger connection between academics and occupational learning, to connect to the local labor market needs, and establish programs that prepare youth for post-secondary education or unsubsidized employment opportunities for the participant to achieve success. Those youth who are determined most in need due to barriers such as those at risk of dropping out of school, those in foster care or aging out of foster care, youth offenders, children of incarcerated parents, homeless youth, out of school youth and migrant and seasonal farm worker youth will be given priority for services. The youth service providers currently work with the Department of Social Services/Family Support Division, Division of Youth Services, Division of Vocational Rehabilitation, local school districts, community based organizations and the onestop delivery system to ensure that seamless services are made available to these youth who have been determined as most in need. Through the NEMO Workforce Investment Board s Youth Council, we will continue to collaborate with these agencies and find additional agencies who provide services to our youth that are most in need to expand the network of services available. VETERANS PRIORITIZATION The Northeast Region recognizes the preferences allowed to veterans required by Public Law 107-288 and apply those applicable laws according to priority. When veterans and non-veterans are eligible for services, veterans shall receive priority. 18
Part Five TERMS AND CONDITIONS OF A REQUEST FOR PROPOSAL This document consists of those terms, conditions, and procedures applicable to the solicitation and evaluation of proposals and the award of a contract resulting from the issuance of a Request for Proposal by the Northeast Missouri Workforce Investment Board, Inc. Terminology Whenever the following words and expressions appear in any part of a Request for Proposal document, the definition or meaning described below shall apply. A. Agency - means the statutory unit of state government in the State of Missouri for which the service, supplies and/or equipment is being purchased by the WIB. B. Subcontractor - means the person or organization that enters into a legally binding contract thereby agreeing to perform a service and/or to furnish supplies or equipment in return for the payment of money. C. May - means that a certain act is permissible, but not required. D. Must - means that the performance of a certain act is a mandatory condition and that there is no choice but to perform the action exactly as described. E. Offeror - means the person or organization that responds to an RFP with a proposal and prices to provide the service, supplies, or equipment as required in the RFP document. F. Proposal Close Date and Time - means the exact deadline required by the RFP for the physical receipt of proposals by the WIB in its office. G. Shall - is an auxiliary verb utilized in the imperative mood and has the same meaning as must. H. Should - means that there is a strong expectation that a certain act will be performed without a mandatory obligation to perform such an act. I. Will - is an auxiliary verb denoting future tense only. Open Competition A. It is the intent and purpose of the WIB that the Request for Proposal permits free and open competition. However, it shall be the offerors responsibility to advise the WIB if 19
any language, requirements, etc., or any combination thereof, inadvertently restricts or limits the requirement to a single source or otherwise prohibits the submission of a proposal. The notification should be received by the WIB at least ten workdays prior to the proposal close date and time. The offeror may submit a notification after the elapse of this period, provided sufficient time is permitted for a thorough review by the WIB. A review of the notification will be made by the WIB and its decisions will be final. B. Offerors should be aware that the WIB constantly monitors each and all procurement activities to detect any possibility of deliberate restraint of competition, collusion among offerors, price-fixing by offerors, or any other anti-competitive conduct by offerors which appears to violate state and federal antitrust laws. Any suspected violation will definitely be referred to the Missouri Attorney General's Office for appropriate action. The Request for Proposal A. The Request for Proposal contains two basic types of requirements and information, although it may be organized into several parts. One type consists of the scope of work (technical requirements) and related contractual commitments with which the offeror must comply if awarded a contract. The other type consists of those basic instructions and procedural requirements that must be observed and satisfied by the offeror when submitting a proposal for consideration. B. Offerors are strongly encouraged to read the RFP carefully. Amendments to a Request for Proposal A. The WIB reserves the right to officially modify (or cancel) a Request for Proposal after issuance. Such a modification will be identified as an amendment and numbered in a sequential order as issued. B. Unless otherwise stated in the amendment form itself, the offeror must sign and return any amendment with his or her proposal no later than the official proposal close date and time as acceptance of the conditions stated therein. However, submission of the last amendment only will constitute the submission and acceptance of all previous amendments. C. Verbal messages from the offeror will not be permitted or considered as an acceptance of an amendment. Modifications to an Offerors Proposal A. An offerors proposal may be modified or withdrawn by written notice received prior to the official closing date and time specified. A proposal may also be withdrawn or modified in person by the offeror or his authorized representative, provided proper identification is presented before the official closing date and time. Verbal requests to withdraw or modify a proposal will not be considered. 20
B. After the official closing date and time, no change in proposal prices or other provisions of the proposal shall be permitted. Public Notice of Awards A. Evaluation results are not mailed to offerors due to the tremendous manpower effort and monetary expense involved, and telephone request for results are also discouraged. B. Offerors are permitted to review competitors' proposals and evaluation documents after the selection and award process is completed. However, such a review must be conducted on site in the office of the WIB. Contract Resulting from an RFP A. The contract will be developed based upon the following: (1) the RFP as issued by the WIB and (2) the proposal submitted by the offeror as a response. In the event of a conflict in language, the provisions of the RFP will govern. Therefore, the offeror shall be contractually bound to any promises made and to the requirements stated in the Request for Proposal. Glossary of WIA Youth Terms Alternative Secondary School Services: Educational opportunities in institutions or settings that differ from traditional secondary school education but that still provide a secondary school diploma or its equivalent. These may include, but are not limited to, private schools, Adult Basic Education, institutional education programs, and basic skills training. Adult Mentoring: The teaming of youth with responsible adults that will serve as role models and teach the youth skills, work habits, and/or responsible behavior. Case Management Services: Activities that provide a client-centered approach in the delivery of services designed to: A) prepare and coordinate comprehensive employment plans, such as service strategies, for participants to ensure access to the necessary training and supportive services using, when feasible, computer-based technologies; and B) provide job and career counseling during program participation and after job placement Comprehensive Guidance and Counseling: Services designed to benefit youth by addressing career, personal and educational needs. The development and sequential counseling activities will be designed to assist students in acquiring knowledge and skills in career planning, knowledge of self and others, and educational and vocational development. Local, state and national career and labor market information will be used to facilitate youth career planning process. Networking among youth programs, business, labor and post-secondary institutions will also assist youth with career planning. 21
Development of Job Openings: Activities necessary to locate existing employment opportunities or to establish new ones in the public and private sector. This may involve several different techniques designed to establish contacts in order to assist participants in attaining unsubsidized employment. Follow-Up Services: Regularly scheduled informational and workplace counseling contact with customers and/or their employer for youth customers who are placed into unsubsidized employment. Follow-up should be for not less than 12 months after the first day of employment. Follow-up services for youth may include supportive services, employer services, further career and/or educational development, peer support, mentoring, tutoring and progress tracking. Homeless/Runaway (Youth): A youth who lacks a fixed, regular, adequate nighttime residence. Includes those who have a primary nighttime residence that is a public or private shelter, an institution providing temporary residence, or a public or private place not designated or ordinarily used as a regular sleeping accommodation. A runaway is defined as a person under 18 years of age who absents himself or herself from home or place of residence without permission from a parent or legal guardian. In-School Youth (ISY): An eligible youth who has not received a high-school diploma or equivalent and is attending school (including alternative school) at the time of WIA registration. Individual Service Strategies: Procedures that document assessed conditions, plan needed activities, and document the achievement of customers so that they might progress toward achieving their educational and employment goals. Job Search Activities: Job Seeking Skills Training, Job Search Assistance, Job Clubs training designed to help participants learn how to seek and obtain employment. Combinations or single job search activities may be available to participants according to the assessed needs and capabilities of individual participants. Each Job Search Activities component is defined as follows: Job Seeking Skills Training: Training may be one or more brief informational seminars targeted to participants assessed to have specific transferable skills. This activity is appropriate prior to direct referral to job placement services. Training may focus, for example, on basic interviewing techniques and proper application completion. Job Search Assistance: Training designed to introduce job seeking skills to participants who may not have sought employment recently or lack specific transferable skills for rapid reemployment. Training may be offered in a group setting and be conducted for a minimum of one week. Job Club: Training which combines job search assistance and a support group of participants seeking employment. Typically, this group may consist of participants who have completed the job search assistance or job seeking skills training and did not find employment. The focus of job club should be to provide participants with an opportunity 22
for group support, follow-up, and reinforcement of job seeking skills. However, the focus of this activity is participant's use of a provided telephone bank to contact employers for job leads and to make daily personal contacts including specific job interviews. Leadership Development: Services intended to develop the potential of youth as citizens and leaders. Programs will be structured to provide youth with leadership experiences at the workplace and in other program activities. Leadership activities may include, but are not limited to: community service learning projects; peer mentoring and tutoring; organizational and team leadership training; citizenship training; and training in decision-making. Migrant: One who is employed on a seasonal basis in the growth, processing, or transportation of agricultural products. Objective Assessment: An examination of the capabilities, needs and vocational potential of a participant. Objective assessment is used to develop a services strategy, education and employment goals. Such assessment is to be client centered, a diagnostic evaluation, and educational and employment barriers taking into account the participants family situation, work history, education, occupational skills, interests, aptitude, attitudes toward work, motivation, behavior patterns affecting employment potential, financial resources and needs, supportive service needs, and personal employment information as it relates to the local labor market. Occupational Skills Training: Occupation-specific training provided by public or private educational facilities with demonstrated training capability. All OST conducted in the NE Region will be through individual referrals to existing vocational training classes. Such referrals will be made based upon the assessment and services strategy of the participant. Program Operators will pay the tuition costs for participants to the Department of Elementary and Secondary Education. The training costs, whenever possible, will be adjusted to account for the receipt of Pell Grant funds, Missouri Grant funds, scholarships and/or other grants. Offender: Any adult or juvenile: (a) who is or has been subject to any stage of the criminal justice process, for whom services under the Act may be beneficial; or (b) who requires assistance in overcoming artificial barriers to employment resulting from a recent arrest or conviction. On-the-Job Training: Training provided to a participant who, after objective assessment has been referred to and hired by the employer. Training must be given while the participant is engaged in productive work that provides knowledge and skills essential to the full and adequate performance of the job. Reimbursement to the employer may vary, but is based on training costs, which may average up to, but not more than 50% of the participant s wage. May include on-the-job training, which is customized to meet the needs of an employer. This activity is appropriate for out-of-school youth only. Out-of-School Youth: An eligible youth who is not in school at the time of enrollment and who either is a school dropout or has received a secondary school credential but is basic-skills deficient, unemployed, or underemployed. Alternative school youth are not considered out-of- 23